Project Management Project Planning Agenda Tools and ... ? Web viewTitle: Project Management Project Planning Agenda Tools and Templates Aug 2011 Subject: Project Management Project Planning Agenda Tools and Templates

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<p>Project Management Project Planning Agenda Tools and Templates Aug 2011</p> <p>Project Planning Workshop </p> <p>SAMPLE AGENDA</p> <p>What it isThe Project Planning Workshop (PPW) sample agenda guides participants through a structured meeting designed to plan a project. </p> <p>Why its useful</p> <p>The PPW sample agenda guides participants through the necessary steps to conduct a Project Planning Workshop and answer the question, How do we do it? The benefits of such a workshop include defining the activities and the resources that will be necessary to fulfill the deliverables of a project. The agenda format guides the entire project team with the same level of knowledge about the project and garners their support for project efforts. The output of the workshop gathers enough information necessary to create the project schedule and project resource plan.</p> <p>How to use itThe agenda template should not be considered absolute when it comes to planning your PPW meeting. The agenda should be modified to meet unique project requirements. Feel free to revise wording and timing of items; delete steps you do not require, add steps relevant to your project.</p> <p>Steps 1-5 in particular will help the meeting facilitator build a stickie wall with the information needed to create a schedule and a resource plan.</p> <p>For Facilitators: Prompt participants for 1) clarity on the deliverable, 2) the list of tasks, 3) the correct precedence of the tasks, 4) the duration of each task (dont use level of effort unless you are building a resource driven schedule), and 5) the doer name or skill set necessary to complete the tasks.</p> <p>Date, Time, Location, Conference Room</p> <p>DURATION</p> <p>AGENDA TOPICWHO</p> <p>GOAL</p> <p>10 min</p> <p>Introductions, workshop purpose/goals, review agenda &amp; ground rules</p> <p>Facilitator</p> <p>Understand why we are here &amp; the workshop approach</p> <p>Throughout Meeting</p> <p>Project risks, assumptions, issues, &amp; decisions will be simultaneously captured</p> <p>RAID Coordinator</p> <p>Document &amp; track important elements of the project </p> <p>20 min</p> <p>Project Purpose Overview of Project Opportunity Statement </p> <p>Project Manager</p> <p>Set context for detail planning</p> <p>???</p> <p>Step 1: Review Deliverables</p> <p>Deliverable Lead</p> <p>Understand each deliverable</p> <p>The next series of steps will need to be performed for each deliverable in the project</p> <p>???</p> <p>Step 2: Define activities / tasks to meet the each deliverable</p> <p>Facilitator</p> <p>Identify work necessary for each deliverable</p> <p>???</p> <p>Step 3: Sequence the activities / tasks, i.e., build network diagram</p> <p>Facilitator</p> <p>Determine when each task must be performed in relation to other tasks </p> <p>???</p> <p>Step 4: Estimate Activity / Task Duration</p> <p>Facilitator</p> <p>Determine the length of time each task will take to perform</p> <p>???</p> <p>Step 5: Determine Personnel Resource Skills</p> <p>Facilitator</p> <p>Identify the skills necessary to perform each task </p> <p>Perform the steps below after all deliverables in the project have been through Steps 2-5</p> <p>???</p> <p>Step 6: Create Project Schedule</p> <p>Project Manager / Facilitator</p> <p>The data entry portion of this step can be performed either during the meeting or off-line</p> <p>???</p> <p>Step 7: Create Project Resource Plan</p> <p>Project Manager / Facilitator</p> <p>Identify and document the personnel resource names or skill sets required to perform the project work</p> <p>???</p> <p>Step 8: Create Project Communications Plan</p> <p>Project Manager / Facilitator</p> <p>Identify and document the projects stakeholders, their communication needs and the management strategy</p> <p>At the end of the session</p> <p>15 min</p> <p>Next Steps: Assign owners and dates to RAID items as necessary</p> <p>RAID Coordinator</p> <p>Next steps assigned</p> <p>10 min</p> <p>Meeting Evaluation</p> <p>Facilitator</p> <p>Workshop evaluation and suggestions for improvement.</p> <p>Copyright 2010 by Management Concepts, Inc. All rights reserved. This material appears in Project Team Dynamics: Enhancing Performance, Improving Results, by Lisa DiTullio (Vienna, VA: Management Concepts, 2010). For more resources from the author, see also www.yourprojectoffice.com.</p>